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Richmond Public Schools Staffing Study Review of Report Findings and Key Recommendations March 26, 2009 March 26, 2009

Richmond Public Schools Staffing Study

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Richmond Public Schools Staffing Study. Review of Report Findings and Key Recommendations. March 26, 2009. Presentation Agenda. Who We Are Our Charge: Overview of Project Objectives Study Findings and Recommendations Division Administration Human Resources School Administration - PowerPoint PPT Presentation

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Page 1: Richmond Public Schools Staffing Study

Richmond Public Schools Staffing Study

Review of Report Findings and Key Recommendations

March 26, 2009March 26, 2009

Page 2: Richmond Public Schools Staffing Study

Presentation AgendaPresentation Agenda

• Who We AreWho We Are• Our Charge: Overview of Project Our Charge: Overview of Project

ObjectivesObjectives• Study Findings and RecommendationsStudy Findings and Recommendations

• Division AdministrationDivision Administration• Human ResourcesHuman Resources• School AdministrationSchool Administration• Instructional PersonnelInstructional Personnel• School Health StaffingSchool Health Staffing

• Fiscal SummaryFiscal Summary• QuestionsQuestions 2

Page 3: Richmond Public Schools Staffing Study

Who We AreWho We Are

• MGT of America, Inc.• Established in 1974• National Firm Specializing in

Reviews of Public Sector Organizations. Major

Regional Offices in:– Tallahassee, FL– Olympia, WA– Sacramento, CA– Austin, TX

• National and International Experience– Current and past projects in 50 states

and 5 countries

• Leading National Firm in Educational Consulting

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Page 4: Richmond Public Schools Staffing Study

Our Charge: Study ObjectivesOur Charge: Study Objectives

• Review Richmond Public Schools’ current organizational charts, job descriptions, job classifications, payroll information, and other pertinent data

– Collected job descriptions, job classifications, and position data for all identified RPS employee groups (RPS upper management, HR and Budget/Finance administrators and support staff, school administrators, school clerical staff, and school nurses)

– Prepared comparisons with peer divisions regionally and locally

– Made recommendations based on comparisons4

Page 5: Richmond Public Schools Staffing Study

Our Charge: Study ObjectivesOur Charge: Study Objectives

• Consider all potential opportunities for position consolidation based upon actual job duties, workload, workflow, and skill sets while respecting the Virginia Department of Education mandates.

– Reviewed staffing levels at all RPS schools for instructional, administrative, clerical and nursing personnel, and for RPS upper management, budget and finance, and human resources

– Conducted individual and focus group interviews, conducted online surveys with all targeted employee groups

– Made comparisons with local, regional school divisions, and Virginia Standards of Quality where appropriate

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Page 6: Richmond Public Schools Staffing Study

• Examine each specified management position for the match between job description and the required skills set and education level

– Reviewed position descriptions , focusing on the skills required and education level

– Analyzed current work load and relationships to look for opportunities for added efficiencies

– Provided recommendations for organizational realignment

Our Charge: Study ObjectivesOur Charge: Study Objectives

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Page 7: Richmond Public Schools Staffing Study

• Review the division’s recruitment practices and compare with best practices– Reviewed current and historical data on

recruitment activities and budgets

– Reviewed recruitment activities for compliance with EEOC and other federal mandates

– Reviewed all resources allocated to recruitment

– Reviewed processes for job postings and position description updating

– Provided comparisons with peer divisions

Our Charge: Study ObjectivesOur Charge: Study Objectives

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Page 8: Richmond Public Schools Staffing Study

• Provide peer comparisons of size, and organizational structure with local and regional school divisions

– Obtained size, and organizational structure information from peer divisions (Newport News, Norfolk, Chesterfield, Henrico, Portsmouth)

Our Charge: Study ObjectivesOur Charge: Study Objectives

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Page 9: Richmond Public Schools Staffing Study

• Evaluate the RPS organizational structure to assess the RPS organizational structure efficiency as it pertains to supervisory span of control, dissemination of information, and lines of communication and authority.– Interviewed specific personnel and reviewed the

organizational structure to determine opportunities for greater efficiency

– Conducted individual interviews on the nature and structure of their current positions

– Created proposed organizational charts based on analysis of interview data and peer comparisons

Our Charge: Study ObjectivesOur Charge: Study Objectives

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Page 10: Richmond Public Schools Staffing Study

• Conduct focus group and individual interviews of all upper management and school administrative personnel, and solicit their feedback and recommendations

– Individual interviews conducted with RPS Upper Management, and key administrators in Budget and Finance, Human Resources, and Elementary and Secondary Curriculum & Instruction

– Captured interview data for correlation with other quantitative data

Our Charge: Study ObjectivesOur Charge: Study Objectives

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Page 11: Richmond Public Schools Staffing Study

• Conduct focus group interviews with identified stakeholder groups, and solicit feedback on clerical/support staff configuration– Focus groups conducted with the following

personnel groups:• Elementary Principals and Assistant Principals• Secondary Principals and Assistant Principals• HR Support Personnel (Staff and Clerical)• Budget and Finance Support Personnel (Staff

and Clerical)• School Clerical Personnel• School Nurses

Our Charge: Study ObjectivesOur Charge: Study Objectives

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Page 12: Richmond Public Schools Staffing Study

No. of RPS Employees No. of RPS Employees Surveyed/InterviewedSurveyed/Interviewed

Employee Group

No. Surveyed

Central Office Administrative 13

Clerical 108

Support 31

Teachers 716

Principals 42

Assistant Principals 48

Nurses 40

Totals 998

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Page 13: Richmond Public Schools Staffing Study

• Conduct surveys to capture position classification, size, and wage concerns

– Provided individual surveys to all focus group participants to discuss job concerns related to job responsibilities and wages

– All RPS teachers were provided with an online survey to address these concerns

Our Charge: Study ObjectivesOur Charge: Study Objectives

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Page 14: Richmond Public Schools Staffing Study

Study Findings: Study Findings: RPS Upper ManagementRPS Upper Management

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Page 15: Richmond Public Schools Staffing Study

• Findings:

– Lack of board policy language regarding annual evaluation of staffing patterns and organizational structures

– Overly broad span of control for the superintendent’s position

– Lack of job description accuracy for some positions

– No designated position for coordination of leave, identification/scheduling of training for central office staff

RPS Upper ManagementRPS Upper Management

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Page 16: Richmond Public Schools Staffing Study

• Findings:

– High volume of email to RPS executive staff without an effective management system for responding

– Lack of a strategic planning document– Vacancies in key division leadership positions– Grants management function is not consolidated

within a single work unit in the school division– Ineffective system for the distribution of work loads– Lack of operations manual in human resources

RPS Upper ManagementRPS Upper Management

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Page 17: Richmond Public Schools Staffing Study

• Reduce span of control by top executives and clarify roles and responsibilities for specified positions

• Fill key leadership vacancies• Create policy language to support the

annual review and evaluation of system organizational structures

• Review and revise selected job descriptions• Develop a strategic planning document• Develop an operational manual•

RPS Upper Management:RPS Upper Management:Key RecommendationsKey Recommendations

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Page 18: Richmond Public Schools Staffing Study

RPS School Board

Superintendent

DeputySuperintendent

Instruction &Accountability

(Vacant)

Chief OperatingOfficer Finance & Operations

(Vacant)

AssistantSuperintendentAdministrative & Support Services

DirectorInformation,

Communications & Technology

Services

DirectorInstruction

DirectorExceptional Education &

Student Services

ManagerGrants

DirectorFinance

DirectorBudget

Exec. DirectorElementary Ed.

Exec. DirectorSecondary Ed

DirectorHuman Resources

DirectorProf. Dev.

SpecialistPartnerships &

Volunteers

CommunicationsOfficer

HearingOfficer

Chief Safety & Security

DirectorPlant Services

RPS Org Chart (October 2008)

ChiefAuditor

BoardClerk

ADA ComplianceOfficer

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Page 19: Richmond Public Schools Staffing Study

RPS School Board

Superintendent

Chief Instructional Officer (CIO)

(Vacant)

Chief Operating

Officer (COO)(Vacant)

Chief ofStaff

CoordinatorCommunications,Partnerships, &

Volunteers

DirectorInstruction

DirectorExceptional Education &

Student Services

DirectorProf. Dev.

Exec. DirectorElementary Ed.

Exec. DirectorSecondary Ed

DirectorHuman Resources

DirectorPlant Services

CoordinatorADA Compliance

SupervisorSchool Nutrition

Services

ChiefSafety & Security

DirectorFinance

DirectorBudget

Proposed RPS Org Chart

ChiefAuditor

BoardClerk

Hearing Officer

ManagerGrants

Specialist Pupil Placement

DirectorPupil Transportation& Fleet Management19

Page 20: Richmond Public Schools Staffing Study

RPS StaffingRPS Staffing

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Page 21: Richmond Public Schools Staffing Study

• Findings:

– Current general and special education, and clerical staffing levels satisfy requirements of the Virginia SOQ’s

– RPS provides 86 teachers-on-special-assignment to Title I schools

– The division does not have an allocation formula for the assignment of special education teachers

– The division is slightly understaffed in nursing positions

RPS StaffingRPS Staffing

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Page 22: Richmond Public Schools Staffing Study

RPS InstructionalRPS InstructionalStaffingStaffing

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Page 23: Richmond Public Schools Staffing Study

Five-Year Student Five-Year Student Enrollment PatternsEnrollment Patterns

SCHOOL DIVISIONS 2004 2005 2006 2007 20085-YEAR

CHANGE

Richmond Public Schools 25,054 24,726 24,247 23,771 23,000 -2,054

Chesterfield County Public Schools

56,242 57,239 58,511 59,021 59,080 2,838

Henrico County Public Schools 46,711 47,147 47,680 48,620 48,991 2,280

Newport News Public Schools 33,096 33,139 32,381 31,571 31,298 -1,798

Norfolk Public Schools 36,250 36.054 35,657 35,124 34,488 -1,762

Portsmouth Public Schools 15,843 15,872 15,441 15,404 15,323 -520

Division Average 35,533 29,693 35,653 35,585 35,363 -169

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Page 24: Richmond Public Schools Staffing Study

Five-Year TeacherFive-Year TeacherStaffing PatternsStaffing Patterns

SCHOOL DIVISIONS 2003 2004 2005 2006 2007FIVE YEAR CHANGE

Richmond Public Schools 1,901.50 1,955.00 1,951.50 1,961.00 2,059.00 157.50

Chesterfield County Public Schools

3,658.63 3,831.39 3,840.43 3,900.80 3,924.12 265.49

Henrico County Public Schools 2,974.31 2,967.08 3,209.77 3,205.97 3,240.05 265.74

Newport News Public Schools 2,250.27 2,206.70 2,202.00 2,232.00 2,249.75 -0.52

Norfolk Public Schools 2,790.57 2,806.60 2,976.70 2,987.00 2,815.00 24.43

Portsmouth Public Schools 1,210.01 1,227.35 1,276.01 1,474.11 1,476.07 266.06

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Page 25: Richmond Public Schools Staffing Study

RPS ElementaryRPS ElementaryTeacher Staffing LevelsTeacher Staffing Levels

GRADE LEVELS

ACTUAL STUDENT

ENROLLMENT

NUMBER OF

TEACHERS

CURRENT TEACHER-STUDENT

RATIO

TEACHER ALLOCATION

BASED ON FEDERAL (1:16)* OR VIRGINIA

SOQ RATIO (1:24)

OVER/UNDER TEACHER

UNIT ALLOCATION

Grade K 1,919 113 1:17 119* -6

Grade 1 1,819 113 1:16 114* -1

Grade 2 1,901 112 1:17 118* -6

Grade 3 1,816 100 1:17 113* -13

Grade 4 1,709 83 1:21 71 12

Grade 5 1,777 85 1:21 74 11

Division 10,941 606 1:18 609 -3

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Page 26: Richmond Public Schools Staffing Study

Financial Impact of Austerity Cut Financial Impact of Austerity Cut (Loss of Class Size Reduction Funds)(Loss of Class Size Reduction Funds)

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GRADE LEVELS

ACTUAL STUDENT

ENROLLMENT

NUMBER OF

TEACHERS

CURRENT TEACHER-STUDENT

RATIO

TEACHER ALLOCATION

BASED ON VIRGINIA

SOQ RATIO (1:24)

OVER TEACHER

UNIT ALLOCATION

Grade K 1,919 113 1:17 80 33Grade 1 1,819 113 1:16 76 37Grade 2 1,901 112 1:17 79 33Grade 3 1,816 100 1:17 76 24Grade 4 1,709 83 1:21 71 12Grade 5 1,777 85 1:21 74 11Division 10,941 606 1:18 456 150

An austerity reduction of 150 teachers would amount to $7,863,000. This figure was derived using the division’s base teacher salary of $39,712, plus $12,708 (32 percent benefit rate) to obtain a per teacher salary of $52,420, times 150 teachers.

Page 27: Richmond Public Schools Staffing Study

RPS Middle SchoolRPS Middle SchoolTeacher Staffing LevelsTeacher Staffing Levels

GRADE LEVELS

ACTUAL STUDENT

ENROLLMENT

NUMBER OF

TEACHERS

CURRENTTEACHER-STUDENT

RATIO

TEACHER ALLOCATION

BASED ON 1:24 SOQ

RATIO

OVER/UNDER TEACHER

UNIT ALLOCATION

Grade 6 1,545 60 1:26 64 -4

Grade 7 1,482 61 1:24 61 0

Grade 8 1,455 57 1:26 60 -3

Division 4,482 178 1:25 185 -7

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Page 28: Richmond Public Schools Staffing Study

RPS High SchoolRPS High SchoolTeacher Staffing LevelsTeacher Staffing Levels

SCHOOL SUBJECTNUMBER OF TEACHERS

NUMBER OF STUDENTS

NUMBER OF

PERIODS TAUGHT

AVERAGE NUMBER

OF STUDENTS

PER CLASS

OVER/UNDER STANDARDS OF QUALITY

ENROLLMENT

OVER/UNDER TEACHER

UNIT ALLOCATION

Armstrong English 9 1032 54 19 -5 .21History 7 847 56 15 -9 .38Math 9 1011 54 19 -5 .21Science 8 951 48 20 -4 .17

Wythe English 7 684 42 16 -8 .03History 8 735 48 15 -9 .38Math 8 808 42 19 -5 .21Science 8 719 44 16 -8 .33

Huguenot English 9 1139 54 21 -4 .04History 9 1159 50 23 -1 .04Math 10 1111 59 19 -5 .21Science 10 1081 59 18 -6 .25English 7 730 41 18 -6 .25History 7 754 38 20 -4 .17Math 8 716 41 17 -7 .29Science 7 645 35 18 -6 .26

T. Jefferson English 6 635 35 18 -6 .25

History 7 761 39 20 -4 .17Math 7 662 42 16 -8 .33Science 8 717 41 17 -7 .29

Total 159 NA* 922 18 -117 4.47

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Page 29: Richmond Public Schools Staffing Study

RPS SPED TeacherRPS SPED TeacherStaffing LevelsStaffing Levels

RPS SCHOOLS

NUMBER OF STUDENTS

WITH DISABILITIES

TOTAL NUMBER OF TEACHERS LEVEL I LEVEL II

LEVEL II WEIGHTS (LEVEL II

x 2.5)

LEVEL I AND

LEVEL II WEIGHTS

AVERAGETEACHER

CASELOADS

TOTALS 4519 370 2344 2175 5437.5 7612.5 20.5

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Page 30: Richmond Public Schools Staffing Study

RPS AdministrativeRPS AdministrativeStaffing LevelsStaffing Levels

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Page 31: Richmond Public Schools Staffing Study

RPS AdministrativeRPS AdministrativeStaffing LevelsStaffing Levels

TOTAL STUDENTS PRINCIPALS

SOQALLO-

CATION

OVER/UNDERALLO-

CATIONASST.

PRINCIPALS

SOQALLO-

CATION

OVER/UNDERALLO-

CATION

ELEMENTARY TOTALS

11,706 27 26.5 0.5 29 13.5 15.5

MIDDLE SCHOOLTOTALS

4482 9 9 * 12 5 7.5

HIGH SCHOOLTOTALS

5372 5 5 * 14 8 6

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Page 32: Richmond Public Schools Staffing Study

Factors in Factors in AdministrativeAdministrative

StaffingStaffing

• Virginia SOQ identify minimum staffing levels and each school division may determine appropriate staffing levels based on local conditions

• Local conditions/factors include:• School size/physical layout• Academic program complexity• School safety/discipline• Availability of alternate funding sources for

additional positions

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Page 33: Richmond Public Schools Staffing Study

Factors in AdministrativeFactors in AdministrativeStaffing: Student DisciplineStaffing: Student Discipline

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Page 34: Richmond Public Schools Staffing Study

Factors in AdministrativeFactors in AdministrativeStaffing: Student DisciplineStaffing: Student Discipline

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Page 35: Richmond Public Schools Staffing Study

Comparisons in Comparisons in AdministrativeAdministrative

StaffingStaffing

• Richmond Public Schools and its peer divisions have factored in site conditions in their staffing decisions

• In comparing the administrative staffing levels of peer divisions, MGT found the following:– Except for Henrico, elementary schools have one

full-time AP, regardless of school size– Middle schools have 2-3 assistant principals– High schools have 3-4 assistant principals– Some divisions also augment their secondary school

administrative teams with student deans and/or administrative assistants 35

Page 36: Richmond Public Schools Staffing Study

RPS Clerical RPS Clerical Staffing Staffing

LevelsLevels

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Page 37: Richmond Public Schools Staffing Study

RPS ElementaryRPS ElementaryClerical Staffing LevelsClerical Staffing Levels

ELEMENTARY SCHOOL NAMETOTAL

ENROLLMENTCLERICAL

STAFFSOQ

ALLOCATION

OVER/UNDERALLOCATION

Elementary 305 1 1 *

Blackwell Elementary 661 1 1 *

Broad Rock Elementary 326 1 1 *

Elementary 556 1 1 *

Springs Elementary 198 1 1 *

E.S.H. Greene Elementary 435 1 1 *

Elizabeth D. Redd 487 1 1 *

Elementary 511 1 1 *

G.H. Reid Elementary 554 1 1 *

George Mason Elementary 474 1 1 *

George W. Carver Elementary 498 1 1 *

Elementary 538 2 2 *

J.B. Fisher Elementary 363 1 1 *

J.E.B. Stuart Elementary 362 1 1 *

J.L. Francis Elementary 517 1 1 *

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Page 38: Richmond Public Schools Staffing Study

RPS ElementaryRPS ElementaryClerical Staffing LevelsClerical Staffing Levels

ELEMENTARY SCHOOL NAMETOTAL

ENROLLMENTCLERICAL

STAFFSOQ

ALLOCATION OVER/UNDERALLOCATION

Linwood Holton Elementary 515 1 1 *

Mary Munford Elementary 551 1 1 *

Maymont Elementary 203 1 1 *

Miles Jones Elementary 506 1 1 *

Oak Grove/Bellemeade Elementary 410 1 1 *

Overby-Sheppard Elementary 313 1 1 *

Elementary 414 1 1 *

Summer Hill/Ruffin Road Elementary 508 1 1 *

Swansboro Elementary 328 1 1 *

Westover Hills Elementary 368 1 1 *

William Fox Elementary 454 1 1 *

Woodville Elementary 562 1 1 *

TOTALS 11,917 28 28 *

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Page 39: Richmond Public Schools Staffing Study

RPS SecondaryRPS SecondaryClerical Staffing LevelsClerical Staffing Levels

MIDDLE SCHOOL NAMETOTAL

ENROLLMENTCLERICAL

STAFFSOQ

ALLOCATION

NO. OVER/UNDE

RALLOCATION

Albert Hill Middle 514 1 1 *Binford Middle 453 1 1 *Chandler Middle 304 2 .5 1.5Elkhardt Middle 471 1 1 *Fred D. Thompson Middle 554 1 1 *Henderson Middle 528 2 1 1Lucille M. Brown Middle 694 2 1 1Martin Luther King Jr. Middle 553 1 1 *Thomas C. Boushall Middle 411 1 1 *TOTALS 4482 12 8.5 3.5

HIGH SCHOOL NAMEArmstrong High 1170 3 3 *George Wythe High 1055 3 2 1Huguenot High 1323 3 3 *John Marshall High 964 2 2 *Thomas Jefferson High 860 3 2 1TOTALS 5,372 14 12 2

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Page 40: Richmond Public Schools Staffing Study

RPS Nurse RPS Nurse Staffing Staffing

LevelsLevels

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Page 41: Richmond Public Schools Staffing Study

RPS NurseRPS NurseStaffing LevelsStaffing Levels

• Staffing levels for nurses are within the 1:750 (nurse-student ratio) recommended SOQ Levels

• Staffing levels at RPS high schools fall slightly below the SOQ standard

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Page 42: Richmond Public Schools Staffing Study

RPS NurseRPS NurseStaffing LevelsStaffing Levels

HIGH SCHOOLS ENROLLMENT NURSING STAFF*

Armstrong High 1,170 (1) NBA

George Wythe High 1,031 (1) RN

Huguenot High 1,302 (1) RN

John Marshall High 947 (1) NBA

Thomas Jefferson High 839 (1) NBA

*RN – Registered Nurse LPN – Licensed Practical Nurse NBA – Nurse with Bachelor’s Degree NA – Nursing Assistant

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Page 43: Richmond Public Schools Staffing Study

• Monitor staffing levels to ensure continued compliance with Virginia SOQ standards

• Continue to utilize teachers on special assignment to provide job-embedded professional development and instructional support

• Develop a staffing allocation formula for special education personnel

• Hire three additional school nurse assistants

RPS Staffing:RPS Staffing:Key RecommendationsKey Recommendations

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Page 44: Richmond Public Schools Staffing Study

RPS RPS RecruitmentRecruitment

StrategiesStrategies

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Page 45: Richmond Public Schools Staffing Study

• Findings:

– The division does not have a written, comprehensive employee recruitment plan

– The timelines for identifying position vacancies are not adequate for effective recruitment activities

– The position control function does not currently reside in human resources

– The absence of recruitment coordinators from the HR office creates a work flow vacuum during recruitment season

RPS RecruitmentRPS RecruitmentStrategiesStrategies

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Page 46: Richmond Public Schools Staffing Study

• Create a comprehensive recruitment plan for all employee groups

• Establish a recruitment and hiring schedule that allows for early identification of potential vacancies

• Restore position control function to human resources

• Create a principal on special assignment position to assume duties for special education staffing

RPS Recruitment Strategies:RPS Recruitment Strategies:Key RecommendationsKey Recommendations

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Page 47: Richmond Public Schools Staffing Study

RPS Staffing StudyRPS Staffing StudyFiscal SummaryFiscal Summary

CHAPTER REFERENCE

ANNUAL SAVINGS (COSTS)TOTAL FIVE-

YEAR SAVINGS (COSTS)

2009-10 2010-11 2011-12 2012-13 2013-14CHAPTER 2: ORGANIZATIONAL STRUCTURE

Rec 2-2Eliminate One Assistant Superintendent

$125,780 $125,780 $125,780 $125,780 $125,780 $628,900

Rec 2-2Create One Chief of Staff Position

($102,938) ($102,938) ($102,938) ($102,938) ($102,938) ($514,690)

Rec 2-2 Eliminate Two Specialists $150,642 $150,642 $150,642 $150,642 $150,642 $753,210

Rec 2-2Create One Coordinator Position

($87,205) ($87,205) ($87,205) ($87,205) ($87,205) ($436,025)

Rec 2-11

Eliminate the Supervisor of Grants Fiscal Management Position

$79,873 $79,873 $79,873 $79,873 $79,873 $399,365

Rec 2-11

Eliminate One and a Half Senior Accountant Grants Accounting Positions

$83,071 $83,071 $83,071 $83,071 $83,071 $415,355

TOTAL SAVINGS/(COSTS) $249,223 $249,223 $249,223 $249,223 $249,223 $1,246,115 CHAPTER 3: DIVISION STAFFING

Rec 3-5Hire Three School Nurse Assistants

($64,284) ($64,284) ($64,284) ($64,284) ($64,284) ($321,420)

TOTAL SAVINGS/(COSTS) ($64,284) ($64,284) ($64,284) ($64,284) ($64,284) ($321,420)GROSS SAVINGS $439,366 $439,366 $439,366 $439,366 $439,366 $2,196,830 GROSS (COSTS) ($254,427) ($254,427) ($254,427) ($254,427) ($254,427) ($1,272,135)NET SAVINGS $184,939 $184,939 $184,939 $184,939 $184,939 $924,695 TOTAL NET SAVINGS $924,695

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Page 48: Richmond Public Schools Staffing Study

Questions ?Questions ?

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